Open sports day checklist: plan it in the right order

An open sports day combines several sports, shared equipment and participants who may arrive at different times. This checklist takes you from choosing the date and sports sections to confirming registrations, preparing the site and briefing volunteers. It also covers the details that are easy to leave too late, such as route signs, dietary requirements, first aid supplies and an indoor backup plan. Use the task list to keep the 71 planning steps in sequence and the equipment list to check all 69 required items.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Select sports sections
2 people
Create a site map
2 people
Make venue reservations
Confirm booking of sports equipment
Draft invitations
2 people
Send invitations
Post promotion on social media
Open the registration form
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Instruct sports supervisors
2 people
Create the match schedule
2 people
Confirm registrations
Check the weather forecast
Prepare an indoor backup program
2 people
Check the shopping list
2 people
Do the shopping
2 people
Pick up sports equipment
2 people
Check materials
2 people
Prepare snacks
3 people
Print participant lists
Prepare route signs
2 people
Check first aid supplies
Inspect the grounds safely
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up sports fields
4 people
Lay out sports equipment
4 people
Set up the registration table
2 people
Set up the catering table
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Hang decorations
3 people
Place information signs
2 people
Test sound equipment
2 people
Give volunteer briefing
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
4 people
Register participants
3 people
Give the opening speech
Give sports instructions
6 people
Assist trial lessons
8 people
Lead sports clinics
8 people
Distribute game materials
3 people
Track Standings and Scores
2 people
Serve drinks
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check the sports fields periodically
2 people
Supervise the break program
3 people
Assist with the finals
6 people
Present prizes
2 people
Announce the closing
See visitors out
3 people

Aftercare

Gather sports equipment
4 people
Clear tables and chairs
4 people
Clean up catering
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the grounds
4 people
Take down tents
4 people
Hand over the venue
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Store materials clean and dry
2 people
Remove decorations
2 people
Collect lost property

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 6
Tableclothsqty 10
Clothes racksqty 2
Storage cratesqty 12

Sports equipment

Footballsqty 12
Basketballsqty 8
Volleyballsqty 8
Handballsqty 8
Tennis ballsqty 30
Tennis racketsqty 12
Badminton racketsqty 12
Badminton shuttlecocksqty 30
Hockey sticksqty 16
Hockey ballsqty 12
Conesqty 40
Marker discsqty 40
Low hurdlesqty 12
Skipping ropesqty 12
Hoopsqty 12
Relay batonsqty 8
Gym matsqty 12
Bib numbersqty 100
Whistlesqty 10
Stopwatchesqty 6
Scoreboardsqty 6
Sports ribbonsqty 12
Water cratesqty 8

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 4
Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2

Lighting

LED string lightsqty 6
Outdoor lightsqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Balloon ribbonqty 2
Directional signsqty 12
Information boardsqty 8
Chalkboardsqty 4
Chalk markersqty 12

Tableware

Reusable cupsqty 200
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 80
Tea glassesqty 50
Serving plattersqty 12
Serving spoonsqty 8
Pitcherqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Measuring cupsqty 2
Ice packsqty 24

Cleaning

Waste binsqty 8
Broomqty 4
Dustpan and brushqty 4
Mop headsqty 3
Bucketsqty 4
Cleaning clothsqty 20
Hand soap dispensersqty 4
Disinfectant gelqty 6
Toilet brushesqty 3

Catering

Groceries

Tips

Set the program before opening registration. Decide which sports sections will run, how long each activity lasts and where they fit on the site map, so participants know what they are signing up for.
Reserve the venue and sports equipment early, especially if footballs, basketballs, volleyballs, rackets, hurdles and mats are coming from different suppliers. Confirm every booking again before collection or delivery.
Close registration early enough to process names, dietary requirements and volunteer assignments. Print participant lists and bib numbers only after registrations and the match schedule have been confirmed.
Plan the movement between activity areas, not just the activities themselves. Prepare route signs, cones or marker discs, and leave clear space for tables, chairs, tents, equipment crates and water.
Check the weather forecast before the final shopping and setup day, then activate the indoor backup program if needed. Check first aid supplies, whistles, stopwatches, scoreboards and all sports materials before participants arrive.

Frequently asked questions

How far in advance should I plan an open sports day?: Set the date and main program at least 6 to 8 weeks ahead. Use that time to reserve the venue and equipment, promote the day, open registration and assign volunteers before the final week.
When should registration close for an open sports day?: Close registration 5 to 7 days before the event if you need participant lists, dietary information and a match schedule. Confirm the final registrations at least 2 days before setup.
How many volunteers do I need for an open sports day?: Plan at least 1 supervisor per active sports section, plus 1 coordinator for every 4 to 5 sections. Add volunteers for registration, refreshments, equipment and first aid rather than asking sports supervisors to cover those jobs.
When should I check the weather and prepare an indoor backup?: Check the forecast 3 days before the event and again on the morning itself. Finalise the indoor backup program at least 24 hours ahead so volunteers know where each activity and equipment area will move.

Start this plan in Lizzt

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